Insurance verification can now be automated in Practice by Numbers, helping practices save time and reduce the need for manual checks. With automation, the system will verify insurance eligibility ahead of appointments or when new patients are added.
⚠️ Important: Each verification costs $0.20. Practices should closely monitor their usage to ensure that automation is managed in line with their budget and patient volume.
Step 1: Access Automation Settings
Select the person icon in the top-right corner.
Go to New Settings > General > Insurance Verification > Automation.
Step 2: Enable Automated Insurance Verification
At the top of the page, toggle Automated Insurance Verification to Enabled. Once enabled, the system will begin verifying based on the triggers and timing you select.
Step 3: Choose Automation Triggers
You can select when verifications should be automatically triggered:
Verify when a new patient is added with insurance.
Automatically runs verification when a new patient is created in the PMS and insurance details are added.
Note: We will monitor for insurance information for 2 days after the patient is entered. If no insurance information is added within 2 days, you will need to verify manually.
Verify for upcoming appointments.
Automatically checks insurance ahead of scheduled appointments, based on your timing settings.
Verify when insurance information changes.
Runs verification when updated insurance details are saved in the PMS (only if the patient’s insurance was previously verified in PbN within the last 6 months). This setting is not recommended for enablement as it will cause additional verifications that may not be needed.
Step 4: Configure Timing Settings
Control how often and how far in advance verifications run:
Days Before Appointment – number of days before an appointment to run verification (1–90 days).
Minimum Days Between Verifications – skip verification if one was already completed within the selected number of days (3–365 days).
Step 5: Apply Appointment Filters (Optional)
Minimum Appointment Value – only verify appointments that meet or exceed a set value.
Appointment Type Filters – coming soon; will allow filtering by specific appointment types.
Step 6: Notification Settings (Coming Soon)
Future updates will include notifications when:
Insurance is inactive or terminated.
Benefits are low or fall below a set dollar threshold.
Specific staff members are assigned as recipients.
Step 7: Save Your Automation Settings
When finished, click Save Automation Settings. Automated results will then appear in the Verification Log, flagged as “Automated.”
Why Monitor Automated Usage?
While automation saves time and ensures consistency, it also increases the number of verifications run. Since each verification costs $0.20, practices should:
Regularly review the Billing > Usage Dashboard to track the number of automated verifications that have been completed.
Adjust triggers and filters to avoid unnecessary verifications.
Balance automation with manual checks when appropriate.
Benefits of Automation
Efficiency – reduces staff workload for routine verifications.
Consistency – ensures every new patient and scheduled appointment is verified.
Proactive Care – identifies inactive or incomplete coverage ahead of time.
Flexibility – settings allow you o fine-tune automation to fit your practice’s workflow.